Integration by Ryvit: Send a Commitment to ERP Integrations for Accounting Acceptance

Objective

Things to Consider

• Required User Permission:
  • 'Admin' permission on the project's Commitments tool.   
• Prerequisites:
  Before you can export a commitment from Procore to Viewpoint® Vista™ with the Integration by Ryvit, it must satisfy the following requirements: 
  • ID Number. Must be 30 characters or less. See What is the maximum character length for a commitment's 'Number (#)'?
  • Title. Must be 60 characters or less. See What is the maximum character length for a commitment's 'Title'?
  • Contract Company. Must be linked to a synced Viewpoint® Vista™ vendor. See Integration by Ryvit: Consolidate and Link Viewpoint® Vista™ Vendors and Procore Company Records.
  • Status. For purchase orders, the status must be set to 'Approved'. For subcontracts, the status can be set to 'Approved' (this is the recommended setting) or 'Complete.'
  • Schedule of Values (SOV). Must include at least one (1) line item with an Viewpoint® Vista™ cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category).
• Additional Information:
  • If desired, you can configure your default settings to use your Procore Contract Number for an exported commitment's Integration by Ryvit ID field. If enabled, the Integration by Ryvit ID will auto-populate with the Procore Contract Number, however, the value can still be edited (Note: Enabling this setting requires 'Admin' level permission on the ERP Integrations tool. See Configure General ERP Settings).
  • Typically, the project manager sends a commitment for accounting acceptance and another user (typically an accountant who has been granted the 'Can Push to Accounting' privilege will then accept the commitment for export to the ERP system or reject it to return the commitment to an editable state in the Commitments tool. 

Steps

1. Navigate to the project's Commitments tool. 
   This reveals the Commitments page.
2. Locate the desired commitment and click Edit. 

   For companies using the ERP Integrations tool, color-coded icons and ribbons appear in relevant areas of Procore to show the current status of an item. 

   ICON	RIBBON	COLOR	DEFINITION
   		YELLOW	Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user. OR Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
   		GREEN	Data is synced between Procore and an integrated ERP system.
   		BLUE	Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system.
   		GREEN	When a user is designated as an accounting approver, this badge appears next to their user profile in the Company and Project Directory.

3. Modify the commitment as needed.
4. Make sure your specified values do not exceed the Viewpoint® Vista™ character limits for each field.

    Important

   Before you can export a commitment from Procore to Viewpoint® Vista™ with the Integration by Ryvit, it must satisfy the following requirements: 

   • ID Number. Must be 30 characters or less. See What is the maximum character length for a commitment's 'Number (#)'?
   • Title. Must be 60 characters or less. See What is the maximum character length for a commitment's 'Title'?
   • Contract Company. Must be linked to a synced Viewpoint® Vista™ vendor. See Integration by Ryvit: Consolidate and Link Viewpoint® Vista™ Vendors and Procore Company Records.
   • Status. For purchase orders, the status must be set to 'Approved'. For subcontracts, the status can be set to 'Approved' (this is the recommended setting) or 'Complete.'
   • Schedule of Values (SOV). Must include at least one (1) line item with an Viewpoint® Vista™ cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category)

5. Click Send to ERP.

   Notes:

   • If the Send to ERP (or Re-send to ERP) button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why. Typically, it's because the project's ERP data has not yet been synced or because the item does not meet the minimum requirements (see above). 
   • If the Retrieve from ERP button appears, the data has already been sent to the ERP Integrations tool. 
   • The system sends the commitment to the ERP Integrations tool and locks it in the Commitments tool (i.e., to prevent users from editing it) before the accounting approver can review it:
     • Contract Company. You cannot edit the company.
     • Title. You cannot edit the commitment's title.
     • Status. You cannot edit the status of the commitment.
     • Default Retainage. You cannot edit the percentage value in the commitment.

Next Steps

• Integration by Ryvit: Accept or Reject a Commitment for Export to Viewpoint^® Vista™

See Also

• Integration by Ryvit: Retrieve a Commitment from ERP Integrations Before Acceptance